BAsed in Elandsfontein,the scope of this position, alos inlcludes responsibility for the Elandsfontein facility which includes responsibility for overseeing the preventative and unplanned facility maintenance tasks of the Elandsfontein office block and warehouse to ensure the facilities are kept in a good and workable condition.
- 2. PROJECT PLANNING
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To provide a roadmap that managers can use to assign tasks, schedule work and budget appropriately.
To guide stakeholders, sponsors, teams, and the project manager through the various project phases. The Planning is needed to identify desired goals, reduce risks, avoid missed deadlines, and ultimately deliver the agreed product, service, or result.
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- Statement of Work: A statement of work (SOW) defines the project’s scope, schedule, deliverables, milestones, and tasks.
- Compile a Project WBS. Breaks down the project scope into the project phases, subprojects, deliverables, and work packages that lead to the final deliverable.
- Compile a project action plan and schedule on activity level
- Determine interdependencies
- Compile the resource plan
- List the necessary and required project resources, such as personnel, equipment, salaries, and materials, then estimate their cost.
- Establish clearly defined plans for all levels of the WBS
- Determine the critical path
- Secure resources,
- Risk assessment and mitigation
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- 3. PROJECT PROPOSALS AND APPROVALS
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To outline the purpose and scope of a project to ensure all stakeholders agree about what the project entails, its scope and output and what it will include and the approvals thereof if and when required.
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- Drafting and concluding Project Proposal including-
- the background, justification, options and analysis, detailed SOW, resource requirements, project plans, financial analysis.
- Required approvals obtained.
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- 4. PROJECT ADMINISTRATION AND INFORMATION CONTROL
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To generate and maintain proper project administration and information control to ensure that every part of the project run smoothly and allows the project team to focus on the work that matters, information is correctly stored, and progress tracked, and configuration control happens and includes:
• Progress Monitoring
• Project Meetings
• Administration and Reporting
• Information-Sharing
• Document Phase
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- Ensure project information system exist and is maintained.
- Project progress monitored and recorded
- Conduct regular update meetings
- Update project administration and documentation and ensure it stays updated
- Project findings reported in a timely manner
- Document tracking system / filing / archive in place for future reference
- Communicate with team and clients, make decisions, and monitor project progress against plan and create update project schedule to maintain timelines
- Ensure all project administration is consistently updated and documentation is collected (including data and status reports from the team), signed off and archived for tracking purposes
- Keep a detailed record (history) of how the project progressed to ensure a transparent review of the life cycle of the project
- Keep knowledge and information flowing seamlessly
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- 5. COMMUNICATION AND REPORTING
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Ensure effective communication channels exist and are maintained between all relevant stakeholders and reporting done on time with sufficient detail.
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- Keep team and stakeholders informed
- Continuously communicate and share project information and progress with Executives, Project Teams, and applicable stakeholders to keep the project aligned with set goals
- Report on findings and escalate issues to management as needed.
- Provide regular project evaluation and reporting typically on a daily, weekly, monthly, and quarterly basis to ensure goals are being met, quality standards are in place and to keep important and key details from being overlooked
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- 6. PROJECT EXECUTION, CONTROL AND MONITORING
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Ensure the successful execution of the project through proper planning, control and monitoring supported by Risk management, resource allocation and time management
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- Perform risk analysis in area of responsibility
- Identify risks, create potential solutions, and understand the potential damage that risks can create
- Manage and minimise the impact of risks within own limits of authority
- Allocate resources in accordance with the project scope
- Minimise and eliminate unnecessary waste
- Evaluate financial and human resources (team) continuously to ensure an efficient project outcome
- Manage the resource of time
- Present solutions to resolve bottlenecks and constraints, and confront any potential roadblocks
- Allocate project resources in accordance with project scope
- Changes to scope to be evaluated and managed, impact assessed, modify plans, and implement results accordingly to achieve project outcomes
- Avoid “Scope Creep”
- Apply Change Management techniques to drive new projects
- Ensure project handover and successful commissioning
- Ensure CVOs are done correctly and timeously and required approvals are obtained.
- Define Milestones
- Resource management –
- Risk Management which includes the analysis and managing of project risk.
- Monitor progress (cost, content, and timing) and identify problems and introduce corrective actions.
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- 7. PEOPLE MANAGEMENT
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Manning of the project team to ensure the successful cooperation and working environment to ensure the successful completion of the projects.
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- Provide the necessary leadership to direct and indirect project team members to ensure team unity and morale
- Direct and help the team focus on a common outcome and provide direction for the project
- Delegation of task to the various team members and ensure the responsibilities are clear and well understood by all.
- Encourage teamwork; help keep project team members focused on the power of working together
- Set and manage clear expectations, sending expectation reminders, and accepting and responding to feedback
- Delegate work effectively and follow up to ensure tasks are executed
- Clear requirements and task descriptions and output of all team members
- Reallocate financial and/or other resources, including people, to new projects that help develop the Project team''s skills or the business''s expansion
- Role and Responsibilities, Team management, Organizing and motivating a project team.
- Change management and
- Overall good communications.
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- 8. COMPLIANCE
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Ensure all activities and actions are done according to the regulatory requirements and company rules, policies, and procedures to ensure the projects are concluded without any compliance problems and fallout.
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- Comply and operate within applicable controls, policies, and procedures and Standards
- Perform quality control on project to ensure standards
- Comply with statutory regulations and municipal bylaws where applicable.
- Ensure compliance with all relevant legal regulations and policy frameworks to prevent fruitless, wasteful, and irregular expenditure
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- 9. CUSTOMER AND STAKEHOLDER MANAGEMENT
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Maintain and ensure stakeholder satisfaction by good customer service, effective communication, and regular honest feedback.
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- As a minimum keep stakeholders updated by providing progress reports on a regular basis as agreed
- Utilise a stakeholder / customer satisfaction index to assess levels of engagement
- Resolve client / customer problems in a timely manner (comebacks minimised)
- Adhere to all SLA requirements upheld
- Establish and maintain effective working relationships with customers / clients, third parties, vendors (both internal and external) towards rendering highest quality of services
- Foster and manager good relationships with stakeholders and deliver to expectation
- Represent AutoX in meetings with relevant external stakeholders
- Identify and resolve problems creatively whilst demonstrating an elevated level of integrity in line with core Values
- Report to the Executive / CEO on internal stakeholder related matters
- Serve as a point of contact for teams when multiple units or multi-disciplinary teams are assigned to the same project to ensure team actions remain in synergy
- Establish clear communication lines
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- 10. COST AND FINANCIAL CONTROL
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Do proper project costing, budgeting, and control to ensure the project is done within budget.
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- Lead and direct the project budget preparation process
- Present and implement cost-saving initiatives
- Monitor and control project expenditure against project budget and ensure spending occurs within budgetary limits and AutoX financial guidelines, report deviations to all relevant stakeholders & Executive / CEO
- Explore opportunities to control and reduce costs and eliminate waste
- Reallocate resources (if needed) to ensure project delivery is on time, within scope and budgetary stipulation
- Track Project progress by using the appropriate tools, and report any issues in a timely manner
- Identify and anticipate incoming changes and develop appropriate contingencies
- Ensure Project CVOs (Contract Variation orders) are done correctly and timeously done and incorporated in the project finances and obtain signoff from all relevant parties.
- Project conclusion - Complete the steps needed to close tasks, hand overo of the project to stakeholders, get signoff, finalise any reporting and financial recons, and celebrate the project
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- 11. FACILITY MANAGEMENT- ELANDSFONTEIN
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Management of the preventative/regular and unplanned facility maintenance tasks of the Elandsfontein office block and warehouse to ensure the facilities are kept in a good and workable condition.
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- Monthly reporting regarding maintenance related issues and projects
- Ensure contract with the landlord and operations costs are effectively managed
- Liaison with the landlord representative
- Keep a maintenance list up to date
- Address all the maintenance related issues either directly or with the landlord.
- Escalate any problems to company executives
- Arrange and perform bi-weekly walkabouts to identify problems – together with any ad-hoc problems.
Preventative/regular maintenance
- Maintain a register of all objects to be scheduled for preventative/regular maintenance (E.g., Description, Location, Maintenance frequency; Last maintenance date; Next maintenance date)
- Schedule and allocate maintenance tasks
- Oversee the execution and completion of the tasks.
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